Privacy Detail Templates allow you to create pre-configured Privacy Details that can then be assigned to Contacts via various methods.
Privacy Detail Templates are used in relation to Privacy Details. To find out more about Privacy Details click here.
To set up Privacy Detail Templates, go to the Menu, Setup > Privacy > Privacy Detail Templates.
From here you will need to select the New Template button and this will open a new pop up where you can create your template.
Option | Description |
Template Name | You need to enter in a Template name so you distinguish this one from others you make. |
Lawful Type | This is the lawful reason for processing the Contact'. For a Template this reason will be a blanket reason for all Contacts assigned to this. |
Date Range / Duration | The date range for when you will be processing this Contact - this can be done by adding a start and end date or you can add a duration in months and it will calculate the date range automatically when this template is selected. |
Additional Info | For a Template you may not be able to enter specific information for each individual and instead you will need to add something generic if possible. Otherwise, this is where you collect any information that might be useful, i.e. when (what date and time), where (via telephone to the Contact or via email?) and why (because the contact gave consent) you collected/selected the lawful reason for contacting the Contact, when's best in the day to contact the Contact and any other useful information. |
Withdrawn Date | If the Contact was to call up and withdraw the reason for processing the Contact them, you would enter the date they did this. For a Template is doesn't need to be entered as it is only needed on a individual basis. |
Processing Details | You will need to create the Categories and Channels before this point as you will need to enter what and how you will be processing the Contact. For a Template these Processing details will be a blanket detail for all Contacts assigned to this. |
Once you have completed the Template you will need to click create and it will be ready to use when needed.
There are several methods in which you can apply these templates to Contacts, these are:
Assign
Imports
Web forms
We will go into more detail for how the above can be used.
Assign
You can assign your Privacy Detail Templates to multiple contacts on mass using the assign functionality. Just select the action to perform as 'Assign a Privacy Detail' and the action details as your preferred template to apply to the selected Contacts.
Do note that you must have a Contact field displaying on the Account List so that this functionality can work as all Privacy Details are related to Contacts and not Accounts.
Imports
On the third import screen you will be presented with a box that allows for a Privacy Detail Template to be selected.
This will apply the selected template to any Contacts who are updated/created from the import file. This will not update any existing privacy details and instead create a new one to match the template selected.
Web forms
When creating a web form there is an option for applying a Privacy Detail Template to a contact.
Do note that this only applies a Privacy Detail Template to a Contact if the web form is inserting a Contact into the CRM as Privacy Details are Contact related and not Account related.
Manually adding a Privacy Detail to a Contact
When creating a Privacy Detail manually you also have the option to select a pre-made template and it will fill in the details automatically automatically in accordance to the template.
